National Driver Work Diary: Requirements, Completion, Record-Keeping, and Fatigue Prevention

When You Must Carry a National Driver Work Diary

The National Driver Work Diary is the official record of a fatigue-regulated driver's work and rest hours. You must carry a work diary — either the written National Driver Work Diary or an approved Electronic Work Diary (EWD) — when any of these conditions apply:

• You drive more than 100 km from your base under Standard Hours
• You have completed 100+ km work under Standard Hours in the last 28 days
• You are working under BFM, AFM, or exemption hours — regardless of distance from base
• You have completed work under BFM, AFM, or exemption hours in the last 28 days

Drivers operating within 100 km of their base under Standard Hours are not required to use a work diary, but must still keep local area records of work and rest times and provide them to their record keeper.

Work Diary Requirements and Record-Keeping

The work diary stays with the driver — not the vehicle. If you change vehicles, employers, or contracts, your diary goes with you. If you obtain a new diary before the 28-day carry period expires, you must keep the old diary in the vehicle to satisfy the carry requirement.

Record Keeper Responsibilities

The record keeper (your employer, accredited operator, or yourself if self-employed) must maintain:

• Driver name, licence number, and contact details
• Dates driven and vehicle registration numbers
• Daily and weekly work/rest totals
• Duplicate daily sheets (yellow copies)
• Rosters, trip schedules, and timesheets
• Any accreditation or exemption-related records

All records must be kept in a readable format that remains readable for at least 3 years, accessible to an authorised officer for audit or investigation.

Counting Time in 15-Minute Blocks

All work and rest time is recorded in 15-minute blocks. The rounding rules are critical:

• Work time is rounded UP to the next 15-minute interval. For example, 10 minutes of work = 15 minutes recorded; 32 minutes = 45 minutes recorded.
• Rest time is rounded DOWN to the last 15-minute interval. For example, 12 minutes of rest = 0 minutes recorded; 30 to 44 minutes = 30 minutes recorded.

Time must be recorded in the time zone of your base, not the time zone where you are currently driving. This prevents drivers from exploiting time zone changes to extend their work hours.

These rounding rules apply when using a Written Work Diary or Electronic Work Diary — not when using a local run sheet for within-100km work.

Recognising Fatigue: Know the Warning Signs

Fatigue impairs judgment, slows reaction times, and reduces concentration — it is as dangerous as drink driving. The NHVR identifies these warning signs:

• Inability to concentrate, slow reaction times, lack of alertness
• Changing position frequently, opening the window, or turning up music (restlessness)
• Difficulty keeping eyes open, drowsiness, microsleeps (brief uncontrollable sleep episodes)
• Excessive head nodding, yawning, blurred vision
• Not remembering portions of the journey, poor gear changes, delayed braking

If you experience any of these signs, you must stop and rest. Do not push through — microsleeps can last several seconds, during which you are completely unaware and your vehicle is uncontrolled.

Preventing Fatigue: Sleep, Naps, Ventilation, and Food

Effective fatigue prevention combines adequate sleep, strategic breaks, and healthy lifestyle choices:

• Sleep: Most people need 7 to 9 continuous hours of sleep per 24-hour period. Ensure your sleeper berth has adequate space, climate control, ventilation, and a quality mattress.
• Naps: Take a rest break every 2 hours or whenever you feel fatigued. Short naps of 15 to 30 minutes can restore alertness. Prioritise long rest breaks in hotels or motels when possible.
• Ventilation: Good cabin ventilation and climate control help maintain alertness. Opening a window for fresh air provides temporary relief but is not a substitute for rest.
• Food: Avoid high-sugar foods and excessive caffeine, which cause energy crashes. Maintain a balanced diet and stay hydrated. Caffeine can improve short-term alertness but should not be used to extend work hours beyond limits.

Chain of Responsibility and Your Fatigue Duty

Under the HVNL, fatigue management is a shared responsibility — not just the driver's problem. The Chain of Responsibility (CoR) means every party who influences transport activities shares the duty to prevent fatigue:

• Primary Duty (s26C): Each CoR party must ensure, so far as reasonably practicable, the safety of transport activities. This includes operators, schedulers, consignors, consignees, loaders, and packers.
• Executive due diligence (s26D): Company executives must actively exercise due diligence to ensure fatigue risks are managed.
• Driver's duty (s228): A driver must not operate a fatigue-regulated heavy vehicle if impaired by fatigue — even if they are complying with work and rest hour limits. Compliance with hours is not a defence if you are genuinely fatigued.

CoR parties must create a safety culture that empowers drivers to declare fatigue without fear of reprisal. Schedulers must not set rosters that force breaches, and operators must provide adequate rest facilities and realistic trip times.